1. The acceptable use and unacceptable use of the Email Services and related violation penalties, if any, are governed
by the “Policy on Use of IT Services and Facilities”, “Campus IT Network
Regulations”, “Electronic University Data Regulations”, “Information Security
Policies and Standards” and additional
regulations defined in this document.
2. The use of externally hosted email services are
further governed by the Terms and Conditions (T&C), if any, of their
respective service providers.
1. All users of University provided Email Services are subject to regulations
defined in this document.
1. All emails sent from the staff’s computer accounts
via services managed by Central IT,
including replies and forwarded email, should contain the standard disclaimer
of the University:
“This email (including any attachments) is for the use of the intended recipient
only and may contain confidential information and/or copyright material. If you
are not the intended recipient, please notify the sender immediately and delete
this email and all copies from your system. Any unauthorized use, disclosure,
reproduction, copying, distribution, or other form of unauthorized
dissemination of the contents is expressly prohibited.”
2. Users must not use email for activities such as
defamation, abuse, harassment, obscenity, threats or otherwise violating the
legal rights (such as rights of privacy and publicity) of others.
3. Users shall not give the impression that they are
representing, giving opinions, or otherwise making statements on behalf of the
University or any unit of the University unless expressly authorised to do so.
4. Users must not impersonate another person or
entity, or falsify or delete any author attributions, legal or other proper
notices or proprietary designations or labels of the origin or source of
software or other material contained in a file that is sent.
5. The Email Services
shall not be used for purposes that can reasonably be expected to cause,
directly or indirectly, either strain on any IT Resources
or interference with others' use of such IT
Resources. For example, users must not send or forward
chain-mail, mail-bombs or spam.
6. Users must not intentionally transmit any viruses,
worms, defects, Trojan horses, or any items of destructive nature. They shall
also protect their computers to avoid unintended transmission of the above.
7. Users must take necessary precautions to protect
the confidentiality of personal or confidential information found in Email and
its backups, archives, cloud storage or other electronic records stored.
8. According to the “Information Classification and
Handling Standard”, email that contains any information that has been
classified as “RESTRICTED” or “CONFIDENTIAL” must be encrypted for transmission
9. Users must follow the good practice to avoid
activities that may affect the performance of the Email system and interfere with
the work of others such as subscribing to list-servers, transmitting messages
with large attachments or sending messages to a large group of recipients.
10. Users may use @cityu.edu.hk, @um.cityu.edu.hk,
@my.cityu.edu.hk and @alumni.cityu.edu.hk Email
Services for incidental personal purposes provided that such use does not
(a) interfere with the University's operation; (b) interfere with the user's
obligations to the University, or (c) incur noticeable costs to the University.
11. The Email Services
must not be used as a kind of storage for University records. System backups for the Email Services are performed only for the purposes of disaster
recovery, and of judicial discovery requests from law enforcement agencies of
the Hong Kong SAR Government when contents of such backups may be legally
admissible. Appropriate storage for
retention and disposal of work-related email is the responsibility of the
originator/recipient of the email. It is
the responsibility of all staff to ensure that their email records are retained
for the appropriate period, and are also deleted when appropriate in accordance
with the record type.
12. To maintain the health of the Email Services, Central IT
reserves the right to take any measures, subject to the prevailing rules on
confidentiality, privacy and accountability stipulated by the respective IT Service
Providers, to examine the message content, remove or reject
any electronic messages that are considered harmful to the service.
13. In order to be able to effectively and speedily stop
the delivery of any possible spam email, Central
IT, upon receiving a number of complaints, will block further delivery of
such or similar email at its discretion.
14. Direct marketing messages which are sent via the Email Services should follow the procedures
about the use of personal data in direct marketing given under the University
Code of Practice on Personal Data (Privacy) Issues and be compliant with the
Unsolicited Electronic Messages Ordinance (UEMO) of Hong Kong.
1. Failure to comply with any regulation defined in
this document may result in penalties as described in the "Policy on Use
of IT Services and Facilities."
Terms and Definitions
1. A common set of terms and definitions used in the IT Policies and Regulations are defined
in the “Policy on Use of IT Services and Facilities” document.
Policies and Regulations
1. This document is only part of the IT Policies and Regulations. The “Policy on Use of IT Services and
Facilities” contains a complete list of other documents in the IT Policies and Regulations.
2. The IT
Policies and Regulations may be revised from time to time as necessary
without prior notice.
1. For questions about this document, please contact the Office of the Chief Information
Officer (OCIO) at email@example.com.